City Office Procedure Checklist

Moving in, moving out, getting insurance, registering your seal — Japan's city office is unavoidable for foreigners. Here's a breakdown by scenario.

📋 Procedure Checklist Generator

Check the procedures you need (multiple selections allowed)

Move-in registration Move-out registration Seal registration Family register copy National Health Insurance National Pension Certificate of residence

📥 When Moving In (within 14 days)

File a "Moving In Notification" (転入届) at your local city office
Update the address on the back of your Residence Card (the city office will do this directly)
Enroll in National Health Insurance (国民健康保険)
Enroll in the National Pension (if you are 20-60 years old and not covered by a work pension)

🗂️ Required Documents

Residence Card, Passport, Personal Seal (for registration), Proof of new address (rental contract or landlord's certificate).

📎 Official Resources

📄 Resident Registration Forms (MIC) Ministry of Internal Affairs resident registration forms (Japanese) 📄 National Health Insurance (MHLW) MHLW official health insurance information (Japanese) 📄 Pension System (JPS) Japan Pension Service official site (Japanese)

📤 When Moving Out (14 days before)

File a "Moving Out Notification" (転出届) at your old city office
After receiving the "Moving Out Certificate," go to your new city office to complete the move-in
Cancel your National Health Insurance at the old office and enroll in the new one

🏛️ Other Common Procedures

🔏 Seal Registration (印鑑登録)

Needed for mortgages, company registration, and important contracts. Your seal must be registered at the city office to obtain a "Seal Registration Certificate."

📄 Certified Copy of Family Register / Certificate of Residence (戸籍謄本·住民票)

The Certificate of Residence shows your address and family members, while the Family Register records family relationships. Often required for bank accounts and visa applications.

🏥 Reissuance of National Health Insurance Card

Needed if your card is lost, damaged, or after moving. Some areas allow printing at convenience store kiosks.

💰 Application for National Pension Exemption or Deferment

You can apply for a reduction if your income is low or you are unemployed. Keep the exemption notice, as it is useful for future permanent residency applications.

💡 Tips for Handling Procedures

City offices are usually busiest in the morning on weekdays; avoid 9-10 AM and right after lunch.
If you don't speak Japanese, you can request an interpreter or bring a Japanese friend. Larger city offices have Chinese/English counters.
Request multiple copies of important certificates to avoid another trip.
Most city office websites have an appointment booking system to save waiting time.